Public Meeting Rooms

DORCHESTER COUNTY LIBRARY MEETING ROOM AGREEMENT FORM

To reserve a meeting room please complete and submit the following form:
Meeting Room Agreement Form

DORCHESTER COUNTY LIBRARY MEETING ROOM POLICY

 

  1. The meeting rooms in all Dorchester County Library facilities are primarily for the use of the Library System for programs that promote or provide library services.

  2. When a meeting room is not is use by the Library, the meeting rooms are available on a first come, first served basis to groups and organizations as specified herein.  These uses are scheduled by a completed application.

  3. Use of the Library's meeting rooms does not constitute Library approval of viewpoints expressed by participants in the program.  Advertisements or announcements implying such endorsement are not permitted.

  1. Under the following guidelines, Library meeting rooms are available at times and locations that do not conflict with daily operations of the Library:

  1. A tentative booking securing the room for 48 hours is available for users requiring extra time to complete the process, such as those booking the room by phone/FAX.  If the actual signed application, Appendix H, is not received within the 48-hour time limit, the tentative reservation will be cancelled, and the room will be considered open for other applicants.

  2. Standing reservations for monthly meetings may be scheduled for a three month time period.  Applicants may reapply for a standing reservation at the end of the three month time period.

  3. All meetings are open to the public (to include the media).

  4. No admission is charged for those attending the meeting.

  5. No sale of goods or services or the solicitation for future sales or services will be permitted without prior Library Administration approval.  ("Solicitation" is any act or attempt to advertise, market, or sell any product or service or to seek membership in any organization, or to obtain a donation/contribution.  Public property, such as Dorchester County library facilities is held in trust for the public.  It is to be used for public and governmental purposes and governmental property is not to be used for private gain.)

  1. Acceptable usage of the Library's meeting rooms includes:

  1. Library sponsored activities and programs

  2. Government agencies and non-profit, IRS 501 (3) (c)

  3. Educational programming or community service groups

  1. Library public meeting rooms are not available for the following uses:

  1. Political campaign purposes (political forums are permitted)

  2. Any unlawful purpose not consistent with local, state or federal law

  3. Activities that disturb regular library functions

  4. Press conferences

  5. Weddings and/or Showers

  6. Family Reunions

  7. Individual and private parties

  8. Banquets

  9. Recitals

  10. Dances

  1. The following restrictions are applicable:

  1. Per local fire regulation, attendees may not exceed the posted occupancy load for the meeting rooms.

  • St. George Headquarters: 65

  • Summerville Branch: 80

  1. Facility users are responsible for checking for posted fire exits and evacuation procedures.

  2. The applicant is responsible for managing orderly behavior of all attendees.  The Library may require the applicant to provide adequate security services.  Adult supervision is required for any group of minors.  Misconduct by participants or misrepresentation on the application may result in rejection of an organization's future application (in the event of severe misconduct the library staff may immediately terminate the event/meeting and clear the premises).

  3. The Library reserves the right to override a reservation in order to reserve the meeting room for Library sponsored events.

  4. The Library reserves the right to cancel a reservation in case of an emergency closing.

  1. Neither the name nor address of the Library may be used as the official address or Headquarters of an organization.  The Library cannot be listed as the sponsoring organization for public relations purposes, but only as the "location site."

  2. Library facility phone numbers will not be used as contact phone numbers for scheduled meetings/events.

  3. Prior to the use of any Library meeting room, Library Administration must approve any signage, decorations, or literature to be displayed in the meeting room for compliance with the meeting room policy.  No signage may be affixed to the walls, woodwork, ceiling or furniture.  Decorating is permitted, but certain types of decorations are prohibited.  Restrictions include, but are not limited to:

  1. Confetti

  2. Burning Candles or incense, any type of open flame

  3. Decorations incorporating metallic glitter

  4. Nails, thumbtacks or staples on any room surface

  5. Tape on walls, ceilings and woodwork

  1. All decorations and displays must be removed at the conclusion of the meeting unless alternate arrangements have been made in writing with Library administration.

  2. Audio-visual equipment and computer equipment is available for public use.  Users will be held responsible for any reasonable repair or replacement costs for damaged or destroyed equipment.  Not all locations have the same items available for use and equipment will not be transferred from one location to another.  See application for equipment available.  Assistance with audio visual, internet access, and PC hardware/software is unavailable on items not supplied by the library.

  3. Upon arrival, the applicant must sign in at the Circulation desk and speak with the library staff on duty to gain access to the room, furniture, and all equipment requested.  See Appendix I.

  4. The applicant and/or organization using the meeting rooms agrees to assume full liability for any losses or damage beyond reasonable wear that may occur to the building, meeting room, or equipment.  The sponsoring organization will also be responsible for setting up, cleaning up, and returning the furniture to the original arrangement or location.  Due to lack of security and space constraints the Library is unable to store equipment or supplies and cannot assume responsibility for any materials left on the premises.

  5. The Dorchester County Library reserves the right to revoke a reservation if the program or gathering is disruptive to the Library's normal course of business or is in violation of the adopted Rules Governing the Use of the Library.

  6. Meetings will not be scheduled before or after Library hours.  Group representatives may not enter Library buildings, nor will deliveries be accepted, before the regular opening time.

  7. Upon completion of the meeting the applicant must inspect, with the Library Supervisor on duty, the premises and/or equipment used to ensure that all resources used are in as good a condition as existed prior to usage.  The meeting room must be cleaned, inspected by the Library supervisor on duty, and vacated 15 minutes before the Library's closing time.  Failure to comply with this regulation will result in forfeiture of future use of a meeting room.

  8. any equipment, furnishings, or belongings left by the applicant or those attending the meeting, shall be removed, placed in Library's lost and found, and discarded after 90 days.  The Library is not responsible for any items left on Library premises.  There will be no payment or replacement for items lost by the organization or those in attendance.  Insurance coverage is not provided.

  9. Light refreshments or beverages may be served in public use meeting rooms.  No alcoholic beverages are allowed.  No kitchen facilities are available.  No personal electrical appliances may be used in meeting rooms.  All Dorchester County Library System facilities are non-smoking.  No firearms or weapons of any type are permitted on the premises.

  1. Application:

  1. A tentative booking securing the room for 48 hours is available for users requiring extra time to complete the process, such as those booking the room by phone/FAX.  If the actual signed application, Appendix H, is not received within the 48-hour time limit, the tentative reservation will be cancelled, and the room will be considered open for other applicants.

  2. Standing reservations for monthly meetings may be scheduled for a three-month time period.  Applicants may reapply for use of the room upon successful completion of any meeting during the initial reservation time block.

  1. Approval and Exception:

  1. The Library Director shall have final authority regarding use of Library meeting rooms and/or cancellation or discontinuance of meeting room reservations.

  2. The Dorchester County Library Meeting Room Policy can be found on the Library's web site www.dcl.lib.sc.us.  Visit any library location to read the policy and/or obtain an application.

 

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